Kofax Export Connector for Microsoft SharePoint

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1 Kofax Export Connector for Microsoft SharePoint Administrator's Guide

2 2013 Kofax, Inc., Laguna Canyon Road, Irvine, California 92618, U.S.A. All rights reserved. Use is subject to license terms. Third-party software is copyrighted and licensed from Kofax s suppliers. This product is protected by U.S. Patent No. 6,370,277. THIS SOFTWARE CONTAINS CONFIDENTIAL INFORMATION AND TRADE SECRETS OF KOFAX, INC. USE, DISCLOSURE OR REPRODUCTION IS PROHIBITED WITHOUT THE PRIOR EXPRESS WRITTEN PERMISSION OF KOFAX, INC. Kofax, the Kofax logo, and the Kofax product names stated herein are trademarks or registered trademarks of Kofax, Inc. in the U.S. and other countries. All other trademarks are the trademarks or registered trademarks of their respective owners. U.S. Government Rights Commercial software. Government users are subject to the Kofax, Inc. standard license agreement and applicable provisions of the FAR and its supplements. You agree that you do not intend to and will not, directly or indirectly, export or transmit the Software or related documentation and technical data to any country to which such export or transmission is restricted by any applicable U.S. regulation or statute, without the prior written consent, if required, of the Bureau of Export Administration of the U.S. Department of Commerce, or such other governmental entity as may have jurisdiction over such export or transmission. You represent and warrant that you are not located in, under the control of, or a national or resident of any such country. DOCUMENTATION IS PROVIDED AS IS AND ALL EXPRESS OR IMPLIED CONDITIONS, REPRESENTATIONS AND WARRANTIES, INCLUDING ANY IMPLIED WARRANTY OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE OR NON-INFRINGEMENT, ARE DISCLAIMED, EXCEPT TO THE EXTENT THAT SUCH DISCLAIMERS ARE HELD TO BE LEGALLY INVALID.

3 Contents Legal Notice... 2 Administrator's Guide...5 Preface... 5 Related Documentation... 5 Training... 6 Getting Help for Kofax Products...6 Overview...7 Features... 7 Using This Export Connector...10 Forms Name Not Supported...10 File Names and Extensions of Exported Documents OCR File Naming...11 Setup Options...11 Skip First Page Modifying the Source Code...14 System Requirements...14 Logging on to Microsoft SharePoint Installing Kofax Export Connector for SharePoint Installing the Export Connector...15 Maintaining the Export Connector...16 Removing the Export Connector Kofax Export Connector for Microsoft SharePoint Administrator's Guide 3

4 Contents 4 Kofax Export Connector for Microsoft SharePoint Administrator's Guide

5 Preface This guide includes the information you need to successfully install Kofax Export Connector for SharePoint and acquaint yourself with the software. If you downloaded this export connector from the Kofax Electronic Delivery site, you can extract the files from the ISO file. Refer to the instructions on the site. Or, you may have received it as a package that includes electronic media. In this guide, we refer to both the extracted files and the electronic media as the product files. Related Documentation Kofax Export Connector for SharePoint Administrator's Guide The Kofax Export Connector for SharePoint Administrator's Guide contains essential information about installing and configuring the export connector. This guide is for system administrators and developers who are installing the export connector or who need a description of the installation and configuration procedures and requirements. Help for Kofax Export Connector for SharePoint Help provides online assistance for system administrators and operators. Kofax Export Connector for SharePoint Release Notes Late-breaking product information is available from release notes. You should read the release notes carefully, as they contain information that may not be included in other documentation. Kofax Capture Installation Guide The Kofax Capture Installation Guide contains essential information about installing Kofax Capture and Kofax Capture Network Server (KCN Server). This guide is for system administrators and developers who are installing Kofax Capture or KCN Server, or who need a description of the installation procedures and requirements. Kofax Capture Administrator's Guide The Kofax Capture Administrator's contains essential information about setting up batch classes and processing documents with Kofax Capture. Kofax Export Connector for Microsoft SharePoint Administrator's Guide 5

6 Kofax Capture Developer s Guide The Kofax Capture Developer s Guide provides guidance and instructions for customizing Kofax Capture. Several examples and code segments are provided to demonstrate how to create custom panels, Ribbon tabs, workflow agents, modules, and scripts to enhance Kofax Capture processing. Help for Kofax Capture Kofax Capture online Help provides online assistance for system administrators and operators. Kofax Capture API Reference Guide The Kofax Capture API Reference Guide is an online reference that provides the details of each API library needed to customize Kofax Capture. The API Reference Guide is designed to be used with the Kofax Capture Developer s Guide as a primary resource for customizing Kofax Capture. You can access the API Reference Guide from the Kofax Capture program folder on your Windows desktop. Training Release Notes Late-breaking product information is available from release notes. You should read the release notes carefully, as they contain information that may not be included in other Kofax Capture documentation. Kofax offers both classroom and computer-based training that will help you make the most of your Kofax Capture solution. Visit the Kofax Web site at for complete details about the available training options and schedules. Getting Help for Kofax Products Kofax regularly updates the Kofax Support site with the latest information about Kofax products. To access some resources, you must have a valid Support Agreement with an authorized Kofax Reseller/Partner or with Kofax directly. Use the tools that Kofax provides for researching and identifying issues. For example, use the Kofax Support site to search for answers about messages, keywords, and product issues. To access the Kofax Support page, go to The Kofax Support page provides: Product information and release news Click a product family, select a product, and select a version number. Downloadable product documentation Click a product family, select a product, and click Documentation. 6 Kofax Export Connector for Microsoft SharePoint Administrator's Guide

7 Access to product knowledge bases Click Knowledge Base. Access to the Kofax Customer Portal (for eligible customers) Click Account Management and log in. To optimize your use of the portal, go to the Kofax Customer Portal login page and click the link to open the Guide to the Kofax Support Portal. This guide describes how to access the support site, what to do before contacting the support team, how to open a new case or view an open case, and what information to collect before opening a case. Access to support tools Click Tools and select the tool to use. Information about the support commitment for Kofax products Click Support Details and select Kofax Support Commitment. Overview Use these tools to find answers to questions that you have, to learn about new functionality, and to research possible solutions to current issues. Features This export connector copies document images, OCR full text files, Kofax PDF documents, and edocuments to permanent storage and writes data from Kofax Capture into the Microsoft Office SharePoint repository or into the SharePoint Online for Office 365 repository. Please read this guide carefully as it contains information not included in the Kofax Capture documentation. This section contains information about features provided with this export connector. Tighter Integration with Kofax Capture Using the Kofax Capture Administration module, field types can be linked to SharePoint columns. Refer to External Field Type in the Kofax Capture documentation for details. Dynamic Site Mapping Dynamic site mapping is supported for sub-sites. To eliminate ambiguity, certain user interface controls can be used to explicitly define the sub-site, library, and the folder. Export to Column Types You can export to the Managed Metadata, Enterprise Keywords and Lookup column types. These column types can be mapped to any combination of Kofax Mappings. This applies both to document columns and folder/document set columns. Table fields in Kofax Capture can be mapped to SharePoint columns with multiple values if the delimiter is defined as a semicolon in the Muli-value field delimiter in the Advanced tab of the Batch Class Properties window. Kofax Export Connector for Microsoft SharePoint Administrator's Guide 7

8 Note The Kofax Capture Validation module can be used to resolve ambiguous results when making use of Managed Metadata or Lookup columns. See the Kofax Capture documentation for details. Full Control Access Not Required In general this export connector does not require full access control to the configured SharePoint site except, during configuration, to determine the available content types (both folders and documents) in dynamic destinations. This is because of the need to query the root site for its content types. To avoid giving the user full control access during runtime, an alternate (runtime) user to can be specified. This can be done from the General Settings tab of the Microsoft SharePoint Export Connector Setup window. SharePoint Online for Office 365 Support The export connector supports exporting documents to SharePoint Online for Office 365. Unicode Support This export connector supports Unicode with Kofax Capture 8 or later. Single Sign On This export connector optionally allows you to take advantage of Windows sign on so that the credentials of the currently logged on Windows user automatically log in to the export connector. Folders and Document Sets If a folder or document set does not exist, it is created by the export process and their fields are populated. If the document set or folder already exists, and there is a field with an empty value in SharePoint, that field is updated in the folder or document set if the current document has a value for it. The export connector creates Document Sets within the target library for SharePoint 2010 systems. The configuration allows for designating a target folder as a Document Set content type. When a document is exported, the configured Document Set is created or updated at the configured location. Library Type Support The export connector supports all library types that are based on the Document Library type in SharePoint. This means that all custom libraries that are based on the Document Library are also supported. 8 Kofax Export Connector for Microsoft SharePoint Administrator's Guide

9 Image Support This export connector supports the following file formats / compression formats: Multipage TIFF LZW Multipage TIFF G4 Multipage TIFF Group G3/2D Multipage TIFF JPEG Compression Kofax PDF Kofax PDF Support With this export connector, you can export Kofax PDF documents into the Microsoft SharePoint repository. Kofax PDF is bundled with Kofax Capture and does not require additional software implementation. Kofax PDF documents can be saved in the following output types: Kofax PDF Image Only Kofax PDF Image + Text edocument Support With this export connector, you do not need to limit your batches to image files. edocuments are supported for export into the Microsoft SharePoint repository. All the documents you want in a batch can be processed together, regardless of file type. For more information about edocument files, refer to the Kofax Capture documentation. OCR Full Text Support With this export connector, you can export documents processed through the Kofax Capture OCR Full Text module into the Microsoft SharePoint repository. Specify Storage Location for Exported Documents This export connector allows you to specify where in SharePoint you would like to store your exported documents. To do so, on the Destination tab, specify a library path and optional folder destination. When defining a folder, you can specify a folder content type, which allows you to link index fields, Kofax Capture values, or static text to specific SharePoint columns of the folder. Assign Kofax Values to Document Attributes (SharePoint columns) This export connector allows you to link Kofax Capture Values to SharePoint columns. This makes it possible to dynamically populate SharePoint with meaningful metadata as you export documents. You can first select a SharePoint content type which displays its associated SharePoint columns. Then, link Kofax Capture Values with each column. When defining a value, you can concatenate static text, index fields, and Kofax Capture Values. During export, it automatically associates metadata with each document exported to a SharePoint library. Kofax Export Connector for Microsoft SharePoint Administrator's Guide 9

10 Specify Whether to Prompt for Credentials if Authentication Fails During Export If an export connector is unable to log on to SharePoint at export time, you can cause the script to prompt again for a valid user name and password. If the user enters valid login data, document export continues successfully. However, if the user provides invalid credentials or clicks Cancel, no documents are exported and the batch routes to the Quality Control module. If you do not select this option and the export connector is unable to log on to SharePoint, the script does not prompt to re-enter valid login data and is not able to successfully export documents. edocument Original File Name Retention This export connector supports Kofax Capture original file name retention for edocuments. To retain original filenames of edocuments: Set the SupportsOriginalFileName property to True (SupportsOriginalFileName=True) in the export connector Kofax.SharePoint.Export.inf file, when the export connector is first registered. Kofax.SharePoint.Export.inf is located in the folder where you installed the export connector (for example, C:\Program Files\Kofax\Capture\CAP \Kofax.SharePoint.8\Kofax.SharePoint.Export.inf). True is the default setting, and the SupportsOriginalFileName property is not case-sensitive. Select the Use the original file name of image and edocument files option on the Kofax Capture window in the Kofax Capture Export module queue properties. When these two options are set as described, documents exported as edocument files retain their original file names. If a document is exported with the SupportsOriginalFileName property set to False, edocument file names are based on the Document Name attribute linked in export setup. Note OCR full text files, imported TIFF files and Kofax PDF documents exported from Kofax Capture always use the Kofax Value linked to the Document Name, regardless of the configuration. Help Available for Export Setup Help is installed with your export connector. It is available from the Administration module when you are setting up your export connector. To display Help information, click Help from the Export Setup window. Using This Export Connector This section contains additional information about this export connector. Forms Name Not Supported This export connector does not support using forms as the document name or folder name. The forms name is reserved on Microsoft SharePoint Server. 10 Kofax Export Connector for Microsoft SharePoint Administrator's Guide

11 File Names and Extensions of Exported Documents The export connector automatically appends a file extension of.tif or.pdf to exported documents depending on which image type that you select. If the Name column's value contains an unexpected file name extension, the resulting file name will contain two extensions. Examples Selected image type Value of the document s Name column Resulting file name Multipage TIFF myfile myfile.tif Multipage TIFF myfile.tif myfile.tif Multipage TIFF myfile.pdf myfile.pdf.tif Kofax PDF myfile myfile.pdf Kofax PDF myfile.pdf myfile.pdf Kofax PDF myfile.tif myfile.tif.pdf OCR File Naming OCR Full Text files use the following file naming convention: <KofaxValue>_OCR.<extension> Setup Options The following sections describe the setup options available with this export connector. Note For more details about the setup options, refer to the Help. Location Destination Settings Tab Export Root Destination Window Folders and Document Sets Tab Description Specifies the root destination and an optional folder destination to be used for export. Specifies a SharePoint destination. Supports adding and deleting folder structures. Specifies a SharePoint content type which displays its associated SharePoint columns. You can link Kofax Mappings, or provide static text to specific SharePoint columns of the folder. If a content type has required columns that are linked to unsupported data types, it is not displayed in the list of available content types. Kofax Export Connector for Microsoft SharePoint Administrator's Guide 11

12 Location Document Settings Tab Image Settings Tab General Settings Tab Browse For Folder Window Description Specifies a SharePoint content type which displays its associated SharePoint columns. You can link Kofax Mappings, or provide static text to specific SharePoint columns of the folder. If a content type has required columns that are linked to unsupported data types, it is not displayed in the list of available content types. Specifies an image format for your exported images, and specifies whether to export OCR full text files with your document. Specifies an export working folder as the temporary storage location to be used at export time, and to specifies whether to skip the first page of each document. Specifies an export working folder to be used to temporarily store exported images. You can select an existing folder or create a new one. Additional Configuration Options You can configure some additional options by using an XML file that allows you to set the number of retries and the timeout interval to compensate for poor or intermittent network connections. To do this you must manually create the XML file as follows: <?xml version="1.0" standalone="yes"?> <Config> <RequestTimeoutSeconds>180</RequestTimeoutSeconds> <MaxRetries>5</MaxRetries> < WriteRepositoryId>true</WriteRepositoryId> </Config> All parameters are optional and have internal default values. Following is the description of each value: Parameter Description Default Value RequestTimeoutSeconds MaxRetries Timeout in seconds for each request sent to the SP server. Number of retries for failed network operations. Infinite 3 12 Kofax Export Connector for Microsoft SharePoint Administrator's Guide

13 WriteRepositoryId Boolean flag to set whether the CMIS Object ID should be written to the Repository Document ID index field. Values can be true or false (without quotes). Note Regardless of this value, the Repository Document ID can only be written if CMIS is installed and activated on the SharePoint 2010 site. true The config XML file can be placed in any of these two paths (if both exist, the first one takes precedence): 1 %APPDATA%\Kofax\KEC-SharePoint\Config.xml 2 <KCServerPath>\Config\KEC-SharePoint.xml Caching Caching is used to minimize round trips to SharePoint. This cache is stored in memory and is not persistent. You can specify individual limits for Managed Metadata term sets, Enterprise Keywords terms, and lookup results via a new section (in one of the xml files referenced above) in the <SharePoint> element. You can also specify expiration times (in minutes) for each individual value. Unused values will be removed from the cache when the expiration time has elapsed. Each time a value is used, the expiration timer is reset to zero. Sample: <TermsetCache> <MaxValues>100</MaxValues> <Lifetime>60</Lifetime> </TermsetCache> <TermsCache> <MaxValues>10000</MaxValues> <Lifetime>60</Lifetime> </TermsCache> <LookupCache> <MaxValues>1000</MaxValues> <Lifetime>60</Lifetime> </LookupCache> Caching can be disabled by setting all the <MaxValues> to zero. During export, the cache is always checked first. If a matching value is not found, the SharePoint server is queried. If the value is found on the server, it is stored in the cache. If the cache threshold is reached, the least recently used items are removed from the cache to make room for new values. Skip First Page Use the Skip first page of each document option on the General Settings tab to discard the first page of each document from the image. You may want to do this if you are using standalone separator sheets to separate your documents. However, if you are exporting only Kofax Export Connector for Microsoft SharePoint Administrator's Guide 13

14 one image in a document and you select this option, export will fail and the document will be routed to the Kofax Capture Quality Control module. Modifying the Source Code The source code for this export connector is provided and it is located in the product files. The source code can be opened, edited, and compiled in Microsoft Visual Studio. Note To successfully modify and compile the export connector, development must occur on a workstation with the appropriate versions of Kofax Capture and TAPCommon previously installed. To use the modified export connector, you must replace the export connector Kofax.SharePoint.Connector.dll with the modified version on the client workstation. If you receive an access denied error, you will need to close the Administration module. Refer to the documentation that came with your Microsoft SharePoint product and Microsoft Visual Studio documentation for assistance. 1 Install the export connector. Refer to Installing Kofax Export Connector for SharePoint for the installation instructions. When you install the Kofax Export Connector for SharePoint export connector, you will install the required components referenced in the source code. Note If the export connector was not installed to the default folder, there will be errors related to TAPCommon references when you attempt to compile the source code. To fix these errors, update the TAPCommon reference paths in Microsoft Visual Studio to reference their correct locations in the non-default installation folder. 2 Open, make any desired modifications, and compile the source code in Microsoft Visual Studio. 3 Copy the Kofax.SharePoint.Connector.dll to the installation folder. When you are prompted to replace the existing file, select Yes. You will need to repeat this procedure on each Administration and Export workstation that will use the export connector. System Requirements The server and client workstations used for this export connector must meet the system requirements listed on the Kofax Web site. For information about supported operating systems and other system requirements, visit the Support pages on the Kofax Web site at Logging on to Microsoft SharePoint Once you have associated a document class with a batch class in Kofax Capture, you may specify the export connector to use when exporting your images, OCR full text files, Kofax PDF documents, edocuments, and index data. 1 Start the Kofax Capture Administration module. 2 Select the Batch Class tab from the Definitions panel, and right-click the applicable document class. (Expand the batch class item to select associated document classes.) A context menu appears. 3 From the context menu, select Export Connectors. The Export Connectors window appears. 14 Kofax Export Connector for Microsoft SharePoint Administrator's Guide

15 4 The Export Connectors window lists all available export connectors. Available export connectors are those that are registered with Kofax Capture. From the Export Connectors window, select this export connector and click Add. The Microsoft SharePoint Login Information window appears. 5 If you don't want to take advantage of single sign on, enter your custom credentials. Note that the domain name property is only used when a different Microsoft SharePoint domain is needed. 6 Enter a fully qualified domain name for the Site URL. If you are using SharePoint Online for Office 365 specify your hosted SharePoint instance for SharePoint Online. For more information, see your system administrator. Note The login information is saved and used during export. 7 To prompt for a user name and password if the export connector is not able to log on to Microsoft SharePoint at export time, select the If unable to login during export, prompt for valid login information check box. If selected and there is a problem logging on, the Microsoft SharePoint Login Information window appears during export. The user may then enter a valid user name and password, and click OK. However, if the user clicks Cancel, the export fails and the batch is routed to the Kofax Capture Quality Control module. If not selected and problems occur when logging on to Microsoft SharePoint, the Microsoft SharePoint Login Information window does not display during export. Export fails and the batch is routed to the Kofax Capture Quality Control module. Note Do not select this feature if you plan to run the Kofax Capture Export module as a service or if you plan to run this module during off-hours. The Microsoft SharePoint Login Information window requires a user response, which interferes with the automated nature of running the Export module as a service or without operator attention. 8 Click OK. Refer to Setup Options for information about the setup options. Installing Kofax Export Connector for SharePoint You can install this export connector on a Kofax Capture client workstation or standalone workstation. To install the export connector, you must have Windows administrator privileges. If you do not have administrator privileges and install this export connector, you may receive error messages and several of the files may not install correctly. During installation you will need your SharePoint login information. Before you install, see System Requirements. Installing the Export Connector 1 If you have installed an earlier version of the export connector, uninstall it now. Kofax Export Connector for Microsoft SharePoint Administrator's Guide 15

16 2 Start the installation by running Setup.msi from the location to which you downloaded it. 3 Follow the instructions on the screen to install the export connector. 4 When the installation is complete, a confirmation message appears. Note Installing the export connector automatically registers it with Kofax Capture. 5 Repeat this procedure on all Administration and Export workstations that will use this export connector. Maintaining the Export Connector This section describes how to repair (replace missing, renamed, or deleted files) and remove the export connector. Repairing the Export Connector 1 From the Windows task bar, select Start Run and run <path to installation executable>setup.exe. If you are running the installation from removable media, the installation should automatically start. 2 Setup will detect an existing installation. The Application Maintenance window appears. 3 From the Application Maintenance window, select Repair and then click Next. 4 Follow the instructions on the screen to repair the export connector. When the repair is complete, a confirmation message appears. Removing the Export Connector Alternatively, you can use the Add or Remove Programs utility from the Windows Control Panel to uninstall. 1 From the Windows task bar, select Start Run and run <path to installation executable>setup.exe. If you are running the installation from removable media, the installation should automatically start. 2 Setup will detect an existing installation. The Application Maintenance window appears. 3 From the Application Maintenance window, select Remove and then click Next. 4 Follow the instructions on the screen to delete the export connector. When the uninstallation is complete, a confirmation message appears. Note After removal, Kofax Export Connector for SharePoint will continue to display in the Export Connector Manager, although it will not be functional. To remove the export connector from the list, you must go into every batch class and associated document class, select the applicable export connector from the Assigned Export Connectors list and click Remove. You must do this for every instance of Kofax Export Connector for SharePoint. After all references to the export connector are removed, you will be able to delete Kofax Export Connector for SharePoint from the Export Connector Manager. 16 Kofax Export Connector for Microsoft SharePoint Administrator's Guide

17 Removing the Export Connector Use the following procedures to remove the export connector from Kofax Capture and from your computer. Removing the Export Connector from a Batch Class 1 In the Kofax Capture Administration module, on the Batch tab, expand the batch class to view associated document classes. 2 Right-click the applicable document class, and select Export Connectors. 3 On the Assigned Export Connectors list, select the export connector and click Remove. Removing the Export Connector from the Export Connector Manager 1 In the Kofax Capture Administration module, do one of the following: For Kofax Capture 10: On the Tools tab, in the System group, click Export Connectors. For Kofax Capture 9: On the Tools menu, select Export Connector Manager. 2 In the Export Connector Manager window, select the export connector, and click Remove. Removing the Export Connector from the Computer You can use the Control Panel options to remove the export connector, or you can follow these instructions: 1 Run the.msi file that you used to install the export connector. When the existing installation is detected, the Application Maintenance window appears. 2 Select Remove, and then click Next. 3 Follow the on-screen instructions to remove the export connector. When the removal is complete, a message appears to indicate the export connector was successfully removed. Kofax Export Connector for Microsoft SharePoint Administrator's Guide 17

18 18 Kofax Export Connector for Microsoft SharePoint Administrator's Guide

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